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Home My WebLink About93-08 RESOLUTIONRESOLUTION NO. 93-08 A RESOLUTION TO AWARD A BID TO ANACONDA SPORTS IN THE AMOUNT OF $22,043.00 WITH A CONTINGENCY OF $3,000.00 WHEREAS, Anaconda Sports which provided well liked soccer uniforms in 2007 to the City of Fayetteville for its soccer program was selected through RFP 08-02, Soccer Uniforms by a City Selection Committee to provide approximately 1,800 uniforms at the cost of $12.75 per uniform; and WHEREAS, most of these uniforms will be needed in the fall at a cost of about $22,043.00 with additional uniforms needed in the Spring with an estimated cost of $3,000.00. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I: That the City Council of the City of Fayetteville, Arkansas hereby approves the bid by Anaconda Sports to supply soccer uniforms for the City's Soccer Program at a unit cost of $12.75 per uniform for an estimated 1,800 uniforms in the fall ($20,719.00) and an additional estimated 235 uniforms in the Spring of 2009 at a cost of $3,000.00. PASSED and APPROVED this 6'h day of May, 2008. APPROVED: By DA COODY, Mayor ATTEST: gonnmrh ,,,,�„R/TR,',% -U aA. E :FAYETTEVILLE: tt ;ETON City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 5/6/2008 City Council Meeting Date Agenda Items Only Connie Edmonstoriu Parks and Recreation Submitted By Division Action Required: Operations Department Award Youth Soccer Uniform RFP # 08-02 to Anaconda Sports at a cost of $22,043 in the Fall of 2008 and $3,000 in Spring 2009. $25,043 Cost of this request 2250.9250.5200.05 Account Number N/A Project Number Budgeted Item x 111,409.00 Category / Project Budget 22,697.73 Funds Used to Date 88,711.27 Remaining Balance Budget Adjustment Attached Toumament Supplies and Awards Program Category / Project Name Parks Development Program / Project Category Name Parks Development Fund Name Department Di ector CityA •rney �P 9 0. • Pa-4—Iel - Finance and Internal Service Director L C 2 May 4/16/2D08 Date Date -11-Dy Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in Mayor's Office Comments: Revised April 16, 2007 City Council Meeting of May 6 Agenda Item Number CITY COUNCIL AGENDA MEMO To: Mayor Dan Coody and City Council Thru: Gary Dumas, Operations Director From: Connie Edmonston, Parks and Recreation Director(er Date: April 17, 2008 Subject: Resolution to approve a purchase of youth soccer uniforms from Anaconda Sports in the amount of $22,043 for the Fall Season and $3,000 in the Spring 2009 Season. RECOMMENDATION Parks and Recreation Staff recommends City Council award RFP # 08 — 02 to Anaconda Sports for $22,043 for the Fall Season and $3,000 for the Spring 2009 Season. The amount for the Spring Season depends on the number of children who enroll in the program. Allowing the amount for the Spring Season enables the children who register to play only in the Spring Season to have the same uniforms design as the children who play in the Fall Season. BACKGROUND One of the fastest growing recreation programs in America is Youth Soccer. Fayetteville Parks and Recreation's Soccer Program is no exception. This past spring, 1,578 kids participated in Fayetteville's soccer program, making it the largest youth soccer program in Arkansas. DISCUSSION Currently, Fayetteville Parks and Recreation charges a registration fee ranging from $45 to $85 per participant, depending on age. Included in this registration fee is the price for uniforms, a secondary insurance fee, equipment, official's fees and other expenses associate with the program. More specifically, Parks and Recreation budgets $16 per child for soccer uniforms. This includes a shirt, shorts and a pair of soccer socks. In March, an RFP was released asking companies to submit possible uniforms for our program to use. The selection committee, consisting of Brenda Thiel, Susan Thomas, Kristen Atha, Chase Gipson, David Wright, Brad Johnson, and Gary Husnian. This group included two members from Youth Soccer Advisory Board, which is comprised of parents who help determine the direction of our youth program. Five companies submitted a proposal for the uniform purchase. American Soccer submitted the lowest bid of $12.70 per uniform. However, the selection committee chose Anaconda's Snake Eyes Uniform, at the cost of $12.75 per uniform. The Anaconda uniform is the same as the 2007 — 2008 season. It was very popular among participants and parents and will allow Parks and Recreation to reuse several unused uniforms already in stock. Anaconda met the qualifications as submitted on the RFP and was able to service Parks and Recreation very well during the past year. City Council Meeting of May 6 BUDGET IMPACT Agenda Item Number The 2008 Operational Budget includes $27,097 for the purchase of Soccer Uniforms. This purchase will include an approximate payment of $22,043 in 2008, and a payment of approximately $3,000 in 2009. These expense figures depend on the amount of participants who register to play. Attachments: Anaconda RPF Purchase Order RESOLUTION NO. A RESOLUTION TO AWARD A BID TO ANACONDA SPORTS IN THE AMOUNT OF $22,043.00 WITH A CONTINGENCY OF $3,000.00 WHEREAS, Anaconda Sports which provided well liked soccer uniforms in 2007 to the City of Fayetteville for its soccer program was selected through RFP 08-02, Soccer Uniforms by a City Selection Committee to provide approximately 1,800 uniforms at the cost of $12.75 per uniform; and WHEREAS, . most of these uniforms will be needed in the fall at a cost of about $22,043.00 with additional uniforms needed in the Spring with an estimated cost of $3,000.00. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the bid by Anaconda Sports to supply soccer uniforms for the City's Soccer Program at a unit cost of $12.75 per uniform for an estimated 1,800 uniforms in the fall ($20,719.00) and an additional estimated 235 uniforms in the Spring of 2009 at a cost of $3,000.00. PASSED and APPROVED this 6th day of May, 2008. APPROVED: ATTEST: By: By: DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer • City of Fayetteville RFP 08-02, Soccer Uniforms Proposer Information Form I VENDORS WHO DO NOT WISH TO RESPOND TO A BID ARE NOT REQUIRED TO DO SO. I THIS FORM MUST BE SUBMITTED WITH ALL PROPOSALS. FAILURE TO DO SO COULD RESULT IN YOUR PROPOSAL BEING REJECTED AND NOT CONSIDERED FOR SELECTION Please Print or Type ANACONDA SPORTS INC. Company Name: Address: 85 KATRINE LANE City: State: Zip Code: LAKE KA I RINE, NY 12449 1 -R00 -327-0U/4 Phone: /-899-14413/, 7/84 Fax: Email GC•416y! Alli9CA4/111-/i'�irS% r 8. Approximately 1,800 uniforms will be ordered for the duration of the soccer year. Uniforms should include shirt, shorts and socks and have a wide variety of color choices. 9. The City of Fayetteville reserves the right to deviate from estimated quantities. 10. Proposals should include shipping requirements and lag time between when the City of Fayetteville places the order and receives the order. 11. The City of Fayetteville requires all vendors and contractors doing business with the City not to discriminate against any person on the basis of race, age, color, religion, sex, ancestry, non -job-related handicaps, or national origin. The City requires the contractor to be familiar with and comply in every respect with Civil Rights Laws. 12. This RFP will be selected using the following evaluation criteria: 1. Qualifications 20% Qualifications in relation to project to be performed. Information reflecting qualifications of the proposer. Indicate specialized experience of the proposer in connection with the type of service required as outlined in the purchase. 2. Quality, Design and Appearance 25% Quality, design and appearance of the proposed uniform will be taken into consideration. The uniform will consist of shirt, shorts and socks. Uniforms need to be available in all sizes and colors. Sizes should range from Youth Small (YS) to Adult Extra Large (AXL). The variety of colors should range from 12 — 16 per style. Proposers are encouraged to present several possible uniform designs to the committee. Each proposed uniform should be supported with a sample. 3. Proposed Work Method 25% Proposed method of doing work is another consideration. This includes shipping prices and procedures. A proposed work plan of how Fayetteville Parks and Recreation and your organization will work. This includes organization's contact, ordering, customer service and the tum -around time between the order and the date the shipment is received. It is very important the proposer specify the length between actual order time and a ship date. 4. Past Performance 20% Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, past performance records with others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Proposer will provide a list of similar orders performed and person whom we can contact for information. 5. Price 10% City of Fayetteville RFP 08-02, Soccer Uniforms Page 4of4 /07 Anaconda Sports Inc. ( 85 Katrine Lane Anaconda Lake Katrine, New York 12449 SPOtir- 845-336-4024 ext. 186 fax 845-336-5381 Invoice No. Quote c Customer Name CITY OF FAYETTEVILLE PURCHASING AGENT Address ATTN: ANDREA FOREN 113 W MTN ST RM 306 City FAYETTEVILLE AR 72701 Phone 479-575-8220 INVOICE Date Order No. Rep FOB 3/3/2008 Greg Chemy Qty Description Unit Price TOTAL.. 1800 ANACONDA YOUTH & ADULT SNAKE -EYE SOCCER UNIFORMS. EACH SET TO CONSIST OF: JERSEY, MATCHING COLOR SHORT, AND SOLID COLOR TUBE SOCK. 1 COLOR 8" # ON BACK 14 COLORS AVAILABLE YOUTH XSM-LGE, ADULT SML-XXL DELIVERY 30 DAYS ARO $12.75 Payment Details O Cash OO Check O Credit Card Name CC # Expires SubTotal Shipping & Handling Taxes State TOTAL $22,950.00 Office Use Only RFP 08-02, Addendum 1 Date: Thursday, February 21, 2008 To All Prospective Vendors From: Andrea Foren RE: RFP 08-02, Soccer Uniforms • RFP 08-02, has the following modifications and clarifications: 1.) All pricing should include numbering on the back of the uniforms before shipment. Numbering will be limited at two numbers per jersey. Numbering must be available in several colors to match uniforms accordingly and be a minimum of 7 inches in height. Thank you, Andrea Foren, CPPB City of Fayetteville, Purchasing Agent aforen(c� ci.favettevil I e.ar.us Phone: (479) 575-8220 Please acknowledge receipt of this addendum (RFP 08-02, Addendum 1) by signing below and submitting this document as part of your proposal: By: 6eao2 C: Ca c2Z.V1 Printed Name Date: 3 / -- / Q City of Fayetteville RFP 08-02, Addendum 1 Page 1 of 1 02/21/2008 THU 15:19 FAX 479 575 8257 City of Fayetteville VENDOR FORM Please print or type VENDOR INFORMATION City of Fayetteville Pwchaaln9 DMS/On 113 W. Mountain Fayetteville, AR 72701 Phenix ((47G)576-8256 Fax: +479) 5758257 vAvx.aacessfavettevfle.oaD ANACONDA SPORTS INC. 85`KATRINE LANE LAKE J<ATRINE, NY 12449 1-800-327-0074 Ij003/003 Rev 9.7271 sa( maib. klAM.4mrRysmae.dno- 111111 11 vTntaqmmna.*Baw -I I9 y esmmN yOwl.amlb.A '�/�'/J�L/-J 3. Pare Norm lm 0010 an lwrbs rein C iv4erM61— l/f/I3! ra.&abwt C -�%' Mame fil&hmd ton sere. In///a DBA•. Oak � s. Bonnet Address E/ N1 %®� B.C4lei ino.r' 7. State: Aoi Ylp e.�e:eay�p ,B.T°y35 " � r 'y1/ l/��`/�j 12&MX Har” n r°!Pt? Ji9GM2:141 Pbeseck on. y6 f_7FriP acx.; 114.50:00/1 ;:., c:_:..::: 14 Mal dIn yaw benytsn panto ICIntetta 164 your WSMss 1112 2 16 Is your Outlet Med es an LLC abase unto carpeceriP 16e. 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I IName°MRepdester. INFORMATION \fend or macnyn5 g DATE ENTERED Now RyueWOate. z`D-Oa I 111I I Id I I I O 2 rJ Vendor � ReOuesbr Ext F- MAPPED cGATE e I I III I 111 I I Recant Opt. lurch e . Eru'8lal by: P -Cad Vete(? dee ono: al NO ANACONDA SPORTS INC. 85`KATRINE LANE LAKE J<ATRINE, NY 12449 1-800-327-0074 Ij003/003 Rev 9.7271 ANACONDA SPORTS INC. 85 KATRINE LANE LAKE KATRINE, NY 12449 (845)-336-4024 Phone: 845-336-4024 Fax : 845-336-4848 Type :INVOICE Ref. No.:1511316 Div. :KING Branch :ULST Page :1 Tr Type:IN Date :03/03/06 Customer:237039 Ship To :SAME Order # • TO FAYETTEVILLE CITY OF ACCOUNTSPAYABLE 113 WEST MOUNTAIN FAYETTEVILLE, AR 72701 SHIP FAYETTEVILLE CITY OF TO ACCOUNTS PAYABLE 113 WEST MOUNTAIN FAYETTEVILLE, AR 72701 Via : UPS -REG GROUND SRVC Terms: NET 30 DAYS FOB : P.O. No.: BID/GC Job No. .: Taken By: Freight : PREPAID S1s ID : GENL Taxable: N Tax ID : NONE Req'd : LINE SHIPPED UM BACKORD ITEM and DESCRIPTION PRICE PC EXTENSION .10) 20) 30) 40) 1 EA SPECIAL BID:RFP#06-02 SOCCER UNIFORMS SNKEYE-YS-LBNY-MED YTH SNAKE EYE SOCCER SHORTS LIGHT BLUE/NAVY-MED SNKEYE-YJ-LBNY-MED YTH SNAKE EYE SOCCER JERSEY LIGHT BLUE/NAVY-MED RTSOOAS-NAVY-SML SOLID TUBE SOCKS (5-B) NAVY-SML INTEREST AT 1 1/28 PER MONTH OR 18% PER YEAR ON PAST DUE INVOICES. CLAIMS ON SHORTAGES MUST BE MADE WITHIN 10 DAYS. REQUESTS FOR RETURNS MUST BE WITHIN 30 DAYS ALL RETURNS REQUIRE A RETURN RUTH NUMBER CALL 1-600-327-0074. RETURNS ARE SUBJECT TO 25% RESTOCKING FEE. FEDERAL ID # 14-1563227 USE Pc% 'V p 61 -(AQ S \-1 P 0.00 EA 0.00 EA 0.00 EA 0.00 PR SUB TOTAL TOTAL 0.00 0.00 0.00 0.00 0.00 0.00 ANACONDA SPORTS INC. 85 KATRINE LANE LAKE KATRINE, NY 12449 (845)-336-4024 Phone: 845-336-4024 Fax : 845-336-4848 type :INVOICE Div. :KING Branch :ULST Page :1 Tr Type:IN Ref. No.:1511316 Date :03/03/08 Customer:237039 Ship To :SAME Order # : TO FAYETTEVILLE CITY OF ACCOUNTS PAYABLE 113 WEST MOUNTAIN FAYETTEVILLE, AR 72701 SHIP EAYETTEVILLE CITY OF TO .ACCOUNTS PAYABLE 113 WEST MOUNTAIN FAYETTEVILLE, AR 72701 Via : UPS -REG GROUND SRVC Terms: NET 30 DAYS FOB : P.O. No.: BID/GC Job No. : Taken By: Freight : PREPAID Sts ID : GENL Taxable: N Tax ID : NONE Req'd : LINE SHIPPED UM BACKORD ITEM and DESCRIPTION PRICE PC EXTENSION 10) 20) 30) 40) 1 EA 1 EA 1 EA 1 PR SPECIAL BID:RFP#08-02 SOCCER UNIFORMS SNKEYE-YS-LBNY-MED YTH SNAKE EYE SOCCER SHORTS LIGHT BLUE/NAVY-MED SNKEYE-YJ-LBNY-MED YTH SNAKE EYE SOCCER JERSEY LIGHT BLUE/NAVY-MED RTSOOAS-NAVY-SML SOLID TUBE SOCKS (5-8) NAVY-SML INTEREST AT 1 1/2% PER MONTH OR 18% PER YEAR ON PAST DUE INVOICES. CLAIMS ON SHORTAGES MUST BE MADE WITHIN 10 DAYS. REQUESTS FOR RETURNS MUST BE WITHIN 30 DAYS ALL RETURNS REQUIRE A RETURN ACTH NUMBER CALL 1-800-327-0074. RETURNS ARE SUBJECT TO 25% RESTOCKING FEE. FEDERAL ID # 14-1563227 0.00 EA 0.00 EA 0.00 EA 0.00 PR SUB TOTAL TOTAL 0.00 0.00 0.00 0.00 0.00 0.00 mayor: ✓ctlCP 11 um 11.... _ • Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 6/17/02 pecial Instructions: • • o co m m in a CO nJ -+ i Requester: Chase Gipson horn! Description louantily lUnit of Issue Unit Cost Extended Cost n n n CO" N !Vendor 4:. ilrit2l City Of Fayetteville (Not a Purchase Order) Shipping/Handling Soccer Uniforms 1625 (Vendor Name: Anaconda Sports Lot N 12.75 O Co O O O O O O O O O O O O co O O O O O O O O O $0.00 O O O co N O V m O O 2250.9250.5200.05 Account Numbers Requester's Employee #: 2493 Zip Code: Fob Point: Ship to code: Subtotal: $20,719.00 Tax: $1,324.39 Total:. $22,043.39 Project/Subproject# �}�, `(%^{ d r_0 D W O i' { N N 0 d % z 0 { co CO d N - i' Z P.0 Number: co .. C N_.. 0 z O j AN J O R u Quotes Attached Yes: No: M O a 0 d d R C CU m' J 4 R 1 Fixed Asset # (5.12.08) Clarice Pearman Res 93-08 Page 1 From: To: Date: Subject: Attachments: CC: Connie: Clarice Pearman Edmonston, Connie 5.12.08 10:37 AM Res. 93-08 93-08 Anaconda Sports.pdf Audit; Vice, Peggy Attached is a copy of the above resolution regarding Anaconda Sports passed by the City Council. I will forwarding your purchase requisition to Purchasing. Please let me know if there is anything else needed for this item. Have a good day. Thanks. Clarice